Administrative Assistant I

supply-chain; Tampa (FL); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Medical/dental/vision benefits

PTO including holidays and vacation

401(k) with company match

Tuition reimbursement

Job summary

DHL Supply Chain in Tampa, FL is hiring an Administrative Assistant I. Role supports office HR, coordinates site needs, and provides administrative and clerical services to the General Manager and associates.

The candidate should have strong MS Office skills, clerical experience, and payroll familiarity, with a schedule of Monday–Friday, 8:00am–5:00pm. Pay is $55,000 per year with benefits.

Qualifications

• Must be proficient with Microsoft Office and basic office software.
• Experience with inventory control and clerical tasks preferred.
• Strong verbal and written communication skills via email.
• Experience scheduling and coordinating administrative tasks.
• Two years using MS Excel, MS Word and an email system is expected.

Responsibilities

• Manage accounts payable and receivable; obtain purchase orders and validate invoices.
• Process weekly payroll and resolve any discrepancies.
• Assist General Manager with month-end close.
• Type reports from rough drafts and edit as needed.
• Screen calls and visitors, provide information, delegate tasks.
• Prepare confidential reports, presentations and documents.
• Maintain filing systems and supervisor files.
• Coordinate high-level meetings with associates and customers.
• Arrange travel and hotel accommodations; submit expense reports.
• Open and review mail; respond to routine inquiries.

Skills

MS Office proficiency

Inventory control

Office/clerical experience

Verbal and email communication

Scheduling management

Education

High School Diploma or Equivalent

Tools

MS Excel

MS Word

Email system

Job description

DHL Supply Chain is Hiring! At DHL, you will play a part in one of the world’s most essential industries. There has never been a better time to join DHL Supply Chain. In a global business like ours, the opportunities are endless. So, join us. Work with us. Grow with us.

The core responsibilities of this role include: Supporting office HR, Coordinating site needs and activities

Position: Administrative Assistant I
Shift: Monday - Friday / 8:00am to 5:00pm
Pay: $55,00 per year

In addition to the general job description below, the ideal candidate will also possess the following skills and/or experience:

• Microsoft office proficiency
• Inventory Control experience preferred
• Office/clerical experience preferred
• Good verbal and email communication skills
• Scheduled management experience

Be part of the world’s largest logistics company!DHL Supply Chain has been certified as a Great Place to Work® in the US and Canada! Our excellent benefits packages includes:

• Affordable medical, dental, and vision coverage available beginning on your 30th day
• PTO program for all associates, including paid holidays and vacation
• 401(k) with generous company match
• Tuition reimbursement program
• Excellent training and career advancement opportunities

Grow your skills. Shape your world.

Role Purpose

Provide personal secretarial services and administrative assistance while exercising initiative and judgment on a regular basis. Work independently under general direction of the General Manager, providing administrative and clerical support including records management, billing, payroll, personnel records, etc. Provide advanced administrative support for senior management as well as courteous, responsive and accurate information to associates.

Key Accountabilities

• Manage the accounts payable and receivable process. Obtain purchase Orders, validate and process invoices. Contact vendors regarding discrepancies.
• Review, transmit and Manage weekly payroll process. Reconcile any issues that occur.
• Assist the General Manager with the month end close process.
• Type correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.
• Use considerable judgment and initiative to determine the approach or action to take in non-routine situations.
• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or to other offices. Provide information to callers, requiring detailed knowledge of manager’s area of responsibility and General knowledge of company policies, practices and operations in an expeditious and courteous manner. Perform broad range of administrative details of highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost.
• Prepare a variety of highly confidential, specialized, and recurrent reports such as financial data. Produce high quality reports, presentations, proposals, or other documents.
• Maintain filing system including items that are confidential. Establish, Maintain, and when necessary, revise supervisor’s files.
• Maintain manager’s calendar, scheduling meetings and appointments. Regularly arrange travel and hotel accommodations for frequent extended trips. Compile and submit expense reports.
• Open and Review all mail directed to management staff. Compose responses to routine inquiries, and ascertain which items can be delegated to subordinate managers, and forward appropriate items to manager.
• Require continuous Use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.
• Coordinate high level meetings with associates, business unit-wide meetings, as well as customer meetings.
• Serve as central communication point for associates on human resource and associate relations items.
• Delegate work to one or two clerical associates to Assist with routine duties.
• Follow Up on all assignments delegated to subordinate managers as to status, completion, etc.
• Operate office equipment including fax, copiers, printers, binding machines.

Required Education and Experience

• High School Diploma or Equivalent
• Two years using MS Excel, MS Word and an email system
• Three years related experience, preferred
• Two years experience with accounts receivable and accounts payable, preferred

Our Organization is an equal opportunity employer.